ROLE SUMMARY

ABOUT THE COMPANY

Lotus Club Fight & Fitness is a top-tier Brazilian Jiu Jitsu academy based in Arizona, with over a decade of experience delivering high-level martial arts instruction. As the largest and most results-driven program in the state, Lotus Club offers not only Jiu Jitsu but also kickboxing and youth wrestling, with an active and engaged membership of over 600 students. With a philosophy that blends old-school grit with modern discipline, Lotus Club emphasizes real transformation, personal accountability, and the pursuit of mastery for students of all ages and backgrounds. Their tight-knit, values-driven team is committed to maintaining high standards both on the mat and behind the scenes.

ABOUT THE ROLE

This Executive Assistant role is essential to the operational health and long-term success of Lotus Club Fight & Fitness. The person in this position will oversee the business’s most important back-end functions—from member communications to billing to system oversight—so the instructors and front-line team can focus on training and growth. In addition, this role will directly support the founder with personal assistant tasks such as managing schedules, coordinating appointments, and helping keep daily operations organized. The company values high standards, clear accountability, and a culture built on winning and long-term contribution. You’ll be in a role where your work is seen, valued, and critical to the company’s continued success.

This position is perfect for someone who:

✅ Enjoys building systems that keep people organized and informed

✅ Is energized by solving problems and creating reliable processes

✅ Has a strong sense of ownership and cares about delivering on commitments

✅ Communicates clearly, professionally, and with warmth

✅ Understands how strong operations support long-term customer success

✅ Is naturally detail-oriented and likes keeping things running smoothly

ROLE RESPONSIBILITIES

MEMBERSHIP & RETENTION SUPPORT

Managing the full lifecycle of student engagement, from onboarding through continued attendance and progress tracking. Consistent follow-up and accountability improve retention, support member goals, and reduce churn.

• Send welcome messages, orientation details, and necessary documents for new member onboarding
• Track student attendance and flag potential at-risk members based on absences
• Reach out via text/email to check in with members who haven’t attended in 10+ days
• Keep belt rank progress and milestone records up to date within internal systems
• Manage and follow up on trial classes: schedule visits, confirm attendance, and send reminders or re-engagement messages

BILLING, PAYMENTS & ESA COORDINATION

Overseeing all aspects of billing accuracy, collections, and Empowerment Scholarship Account (ESA) coordination. Timely financial follow-up protects revenue and builds trust with members.

• Monitor and follow up on failed payments, delinquent accounts, and payment plans
• Submit and confirm ESA documentation and payment receipts as needed
• Perform monthly audits of all financial transactions to identify missed charges or errors
• Update billing types and payment statuses in the internal system or escalate issues as needed

LEAD MANAGEMENT & CONVERSION

Organizing, re-engaging, and tracking communications with past leads and prospects. Converting more leads into active members supports enrollment goals and overall business growth.

• Review past leads from CRM, email inboxes, and web forms, and organize them by follow-up priority
• Execute re-engagement campaigns using email/SMS tools and follow-up templates
• Track success of campaigns and report on what is or isn’t converting
• Make suggestions to improve follow-up workflows or automation sequences

COMMUNICATIONS MANAGEMENT

Managing email, text, and bulk messaging to ensure clear, timely, and accurate communication with members and prospects. Strong communication increases member satisfaction, reduces confusion, and keeps the community connected.

• Respond to general inquiries via email, text, and other messaging platforms
• Create and schedule updates, promotions, and event reminders through email and SMS
• Build and maintain automation flows for recurring communications (e.g. absence alerts, payment notices)
• Draft and send monthly newsletters that include announcements, promotions, and student highlights
• Create basic flyers or visual assets using provided templates and tools like Canva

REPORTING & ADMINISTRATIVE SUPPORT

Creating and maintaining regular reports, summaries, and check-ins for leadership visibility. Access to reliable data and timely updates helps drive decisions and catch issues early.

• Produce weekly and monthly reports on attendance trends, trial conversions, and retention metrics
• Track ESA submissions and generate regular status updates
• Summarize customer complaints, satisfaction issues, and refund requests for management review
• Send end-of-week summaries highlighting major updates, open tasks, and any flagged concerns

SYSTEMS & EXECUTIVE SUPPORT

Building internal systems, documenting repeatable processes, and supporting the founder’s daily organization. Good systems and calendar support reduce friction, free up leadership time, and strengthen company infrastructure.

• Document step-by-step workflows for regular admin processes (e.g., scheduling trials, payment tracking, follow-ups)
• Identify operational gaps or inefficiencies and suggest improvements or solutions
• Create templates and checklists that can be reused by other team members or future hires
• Manage the executive’s calendar, appointments, and inbox with care and attention to detail
• Assist with occasional personal errands, scheduling tasks, or travel coordination as needed

Although the responsibilities outlined above will form the core focus of your role, please note that your hiring manager may assign additional relevant tasks as needed to align with the evolving objectives of your position and the overall goals of our business.

ROLE QUALIFICATIONS

REQUIRED QUALIFICATIONS

• 2+ years of experience in administrative support, executive assistance, or virtual assistant work
• Proven experience managing billing processes: invoicing, collections, and account reconciliation
• Experience using CRM and billing systems (e.g., Zen Planner, MindBody, GoHighLevel, or equivalent)
• Experience documenting SOPs (Standard Operating Procedures) or internal workflows
• Strong verbal and written communication skills in English
• High attention to detail and ability to manage multiple priorities independently
• Professional and courteous approach to customer service and conflict resolution
• Must have own webcam, microphone, and computer (relevant software and subscriptions provided)
• Excellent English verbal and written language proficiency (C1–C2 in CEFR Scale)
• Access to a quiet work area at home with reliable internet (100 Mbps or more)

PREFERRED ("NICE-TO-HAVE") QUALIFICATIONS

• Experience with Zen Planner specifically
• Prior experience in a martial arts, fitness, or membership-based business
• Understanding of ESA (Empowerment Scholarship Account) processes, especially in Arizona
• Comfort using Canva or other design tools to create basic flyers or visual assets
• Background or personal interest in martial arts or training environments

ROLE SPECIFICATIONS

• Base Salary: Q10,000 base salary.
• Role type: Full-time.
  
• Location: Guatemala (Remote - Work from home).
• Schedule: Monday to Friday: 8:00 AM - 5:00 PM.

RECRUITING PROCESS

• Application / Screening: When you apply for this position, we will ask you a short questionnaire to get to know you a little bit better and ask you for some additional inputs to see if you qualify for the position. In addition, we will ask you to complete a short psychometric evaluation and a short English proficiency assessment. The idea is to explore if this is a good fit before moving forward.

• Skills Assessment: You will be asked to complete a few exercises and/or projects designed to recreate the work tasks that you will be responsible for if you are given the role. This helps us gauge your skill level as well as give you a better idea of the required work.

• Skills Assessment Interview: This is a 60 min - 90 min conversation where we further test your skills, learn about your previous working experiences, and evaluate culture fit to the role and company.

• Hiring Manager Final Interview: This is a 30 min - 60 min conversation with the position’s Hiring Manager (and potentially a few company team members) to get to know you better and to set the expectations and vision for the role.

The entire process usually takes anywhere between 2-4 weeks to complete depending on the seniority of the position.

CONTACT US

If you have any questions or run into any complications while submitting your application, please reach out to:

recruitment@trymeteor.com

+502 4466 9652